Privacy policy

Faculty privacy policy

Last updated 24.5.2018

At Hanken & SSE Executive Education, we care about your safety and respect your privacy. We comply with all relevant regulations and we want to be open and transparent with what information we collect and how we use it. We recognise the need to protect the information we collect or that you provide to us.

1 Controller

Hanken & SSE Executive Education Ab
P. O. Box 479
00101 HELSINKI
FINLAND
(hereafter ”we” or ”Hanken & SSE”)

2 Contact point for register matters

team@hankensse.fi
+358 40 352 1515
P. O. Box 479
00101 HELSINKI
FINLAND

3 Name of register

FACULTY REGISTER

4 What is the legal basis for and purpose of the processing of personal data?

The basis for processing personal data is legal requirement, the performance of a contract and the legitimate interest of the company based on faculty member relationship.

The purpose of the processing of personal data is:

• delivery, management and development of our executive education programs and other services,
• proposal creation and program sales as well as other marketing purposes,
• career and development counselling,
• feedback collection and processing,
• organizing events and alumni activities,
• management of supplier and faculty relations,
• fulfilment of contractual obligations and other undertakings of Hanken & SSE,
• disclosures to tax and other authorities.

5 What data do we process?

We process the following personal data of the supplier or faculty member or other data subject in connection with the supplier and faculty register:

• basic information of the faculty member such as name*, date of birth, username and/or other identifier, password, gender, mother tongue*;
• contact information of the faculty member such as email address, phone number, home address;
• payment information of the faculty member such as bank account number and tax card information;
• information of company and company’s contact persons (if the faculty member works via a company)such as Business ID, address, names and contact details of the contact persons, bank account and invoicing information of the company;
• information regarding the qualifications and profession of the faculty member such as education*, degrees, institution or employer*, certificates or other special training, prior Hanken & SSE program participation, field of specialty, photograph;
• event participation details and possible information regarding the event, such as accommodation and travel data, allergy and diet data (which is collected based on the content of the faculty member);
• material prepared and produced by the faculty member in connection with the program such as presentations, materials, handouts, feedback,
• possible direct marketing prohibitions and consents;
• other possible information collected based on the consent of the data subject.

Providing the information marked with an asterisk is a prerequisite for our contractual relationship and/or supplier relationship. We cannot enter into the relationship without the necessary information.

6 From where do we receive information?

We receive data primarily from the data subject him-/herself.

For the purposes described in this privacy notice, personal data may also be collected and updated from publicly available sources and based on information received from authorities or other third parties within the limits of the applicable laws and regulations. Data updating of this kind is performed manually or by automated means.

7 To whom do we disclose data and do we transfer data outside of EU or EEA?

We disclose information to the following parties: Hanken and Stockholm School of Economics. We also disclose information to prospective and existing customers, tax and other authorities, insurance companies and Tekes.

We use subcontractors that process personal data on behalf of and for us (data transfer). We have outsourced the IT management, bookkeeping and education information systems to external service providers, on whose servers the data is stored. The server is protected and managed by the external service provider. We also transfer data to our program speakers, accommodation providers and other event partners.

We have ensured your privacy with our subcontractors by entering into the necessary data processing agreements. We cannot name all subcontractors and have thus listed the types of subcontractors.

We transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.

8 How do we protect the data and how long do we store them?

Only those of our employees, who on behalf of their work are entitled to process faculty data, are entitled to use a system containing personal data. Each user has a personal username and password to the system. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons.

We store the personal data for as long as is necessary considering the purpose of the processing. For the faculty’s personal data, this retention period is based on legal requirements (e.g. taxation) or a claim or reclamation period. By default the data is kept for ten (10) years after the program or event in which the faculty member participated has ended.

We regularly assess the need for data retention in light of the applicable legislation. In addition, we take reasonable measures to ensure that the personal data in the register is not incompatible, obsolete or inaccurate considering the purpose of the processing. We rectify or delete such information without delay.

9 What are your rights as a data subject?

As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.

As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.

For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our legitimate interest. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.

As a data subject you have the right to object to the processing of your personal data for direct marketing, including profiling for such purposes.

10 Who can you be in contact with?

All contacts and requests concerning this privacy notice must be submitted in writing or in person to the email address mentioned in section two (2).

11 Changes in the Privacy Notice

Should we make amendments to this privacy notice we will place the amended statement on our website, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and notice possible amendments to this privacy notice. review these privacy protection principles from time to time to ensure you are aware of any amendments made.

Participant privacy policy

Last updated 24.5.2018

At Hanken & SSE Executive Education, we care about your safety and respect your privacy. We comply with all relevant regulations and we want to be open and transparent with what information we collect and how we use it. We recognise the need to protect the information we collect or that you provide to us.

1 Controller

Hanken & SSE Executive Education Ab
P. O. Box 479
00101 HELSINKI
FINLAND
(hereafter ”we” or ”Hanken & SSE”)

2 Contact point for register matters

team@hankensse.fi
+358 40 352 1515
P. O. Box 479
00101 HELSINKI
FINLAND

3 Name of register

PARTICIPANT REGISTER

4 What is the legal basis for and purpose of the processing of personal data?

The basis for processing personal data is the performance of a contract and the legitimate interest of the company based on customer relationship and service provision.

The purpose of the processing of personal data is:

• delivery, management and development of our executive education programs and other consulting services,
• career and development counselling,
• analyzing and profiling of participants,
• feedback, surveys and other information collection and processing,
• requests for referrals and future speaking opportunities,
• organizing events and alumni activities,
• collection of statistics,
• management of customer relations,
• fulfilment of contractual obligations and other undertakings of Hanken & SSE,
• electronic and other direct marketing.

5 What data do we process?

We process the following personal data of the participant or other data subject in connection with the participant register:

• basic information of the data subject such as name*, date of birth, citizenship, country of residence, gender, mother tongue, photograph;
• contact information of the data subject such as email address*, phone number, home address;
• information regarding the customer company and its contact persons, such as business ID and names and contact information of the contact persons;
• program participation application information such as current employer, job title, duties of work, international experience, degrees or other professional studies, language skills, possible referrers, extra-curricular activities, goals and aims for the program as well as reasons for applying, information about where heard
  of the program;
• information regarding the executive education programs the person has taken part in such as program name, program’s date and duration, content of the program, assignments, project work, thesis, videos and other other materials produced in the program, certificates and diplomas awarded, MBA scores;
• event participation details and possible information regarding the event, such as allergy and diet data (which is collected based on the consent of the participant);
• information regarding the customership and contract, such as information of past and existing contracts and orders, other transaction information;
• possible direct marketing prohibitions and consents;
• other possible information collected based on the consent of the data subject.

Providing the information marked with an asterisk is a prerequisite for our contractual relationship and/or customer relationship. We cannot deliver the product and/or service without the necessary information.

6 From where do we receive information?

We receive data primarily from the data subject him-/herself and/or his/her employer.

For the purposes described in this privacy notice, personal data may also be collected and updated from publicly available sources and based on information received from authorities or other third parties within the limits of the applicable laws and regulations. Data updating of this kind is performed manually or by automated means.

7 To whom do we disclose data and do we transfer data outside of EU or EEA?

We disclose information to the following parties: Hanken and Stockholm School of Economics, statistical and other authorities as required.

We use subcontractors that process personal data on behalf of and for us (data transfer). We have outsourced the IT management and other education information systems to external service providers, on whose servers the data is stored. The server is protected and managed by the external service provider. We also transfer data to our program speakers, accommodation providers and other event partners.

We have ensured your privacy with our subcontractors by entering into the necessary data processing agreements. We cannot name all subcontractors and have thus listed the types of subcontractors.

We may transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.

8 How do we protect the data and how long do we store them?

Only those of our employees, who on behalf of their work are entitled to process participant data, are entitled to use systems containing personal data. Each user has a personal username and password to the system. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons.

We store the personal data for as long as is necessary considering the purpose of the processing. For personal data used for participant purposes, this retention period is until the claim and reclamation period related to our services has elapsed, or as long as we need to provide the customer with program participation information or
certificates or authorities with program participation statistics. This period is by default five (5) years from the end of the program. Personal data used for marketing purposes is deleted or updated when it is discovered to be outdated or the data subject is deemed unresponsive to the marketing.

We regularly assess the need for data retention in light of the applicable legislation. In addition, we take reasonable measures to ensure that the personal data in the register is not incompatible, obsolete or inaccurate considering the purpose of the processing. We rectify or delete such information without delay.

9 What are your rights as a data subject?

As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.

As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.

For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our legitimate interest. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of
objection only on legal grounds.

As a data subject you have the right to object to the processing of your personal data for direct marketing, including profiling for such purposes.

10 Who can you be in contact with?

All contacts and requests concerning this privacy notice must be submitted in writing or in person to the email address mentioned in section two (2).

11 Changes in the Privacy Notice

Should we make amendments to this privacy notice we will place the amended statement on our website or in another appropriate channel, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and review this privacy notice to ensure you are aware of any amendments made.

Supplier privacy policy

Last updated 24.5.2018

At Hanken & SSE Executive Education, we care about your safety and respect your privacy. We comply with all relevant regulations and we want to be open and transparent with what information we collect and how we use it. We recognise the need to protect the information we collect or that you provide to us.

1 Controller

Hanken & SSE Executive Education Ab
P. O. Box 479
00101 HELSINKI
FINLAND
(hereafter ”we” or ”Hanken & SSE”)

2 Contact point for register matters

team@hankensse.fi
+358 40 352 1515
P. O. Box 479
00101 HELSINKI
FINLAND

3 Name of register

SUPPLIER REGISTER

4 What is the legal basis for and purpose of the processing of personal data?

The basis for processing personal data is legal requirement, the performance of a contract and the legitimate interest of the company based on supplier and subcontractor relationship.

The purpose of the processing of personal data is:

• management of ICT, HR and healthcare, financial and other company support services and systems,
• management of sales and sales support services and systems,
• management of program support systems such as participant registration systems, learning management systems, feedback processes and systems,
• fulfilment of contractual obligations and other undertakings of Hanken SSE,
• disclosures to tax and other authorities,
• management of supplier relations.

5 What data do we process?

We process the following personal data of the supplier or faculty member or other data subject in connection with the supplier and faculty register:

• information regarding the supplier company and its contact persons, such as business ID* and names and contact information of the contact persons*;
• information regarding the suppliership and contract, such as information of past and excisting contracts and orders, other transaction information.

Providing the information marked with an asterisk is a prerequisite for our contractual relationship and/or supplier relationship. We cannot enter into the relationship without the necessary information.

6 From where do we receive information?

We receive data primarily from the data subject him-/herself and/or his/her employer (supplier).

For the purposes described in this privacy notice, personal data may also be collected and updated from publicly available sources and based on information received from authorities or other third parties within the limits of the applicable laws and regulations. Data updating of this kind is performed manually or by automated means.

7 To whom do we disclose data and do we transfer data outside of EU or EEA?

We disclose information to the following parties: Hanken and Stockholm School of Economics. We also disclose information to existing customers, tax and other authorities and Tekes.

We use subcontractors that process personal data on behalf of and for us (data transfer). We have outsourced the IT-management to an external service provider, to whose server the data is stored. The server is protected and managed by the external service provider.

We transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.

8 How do we protect the data and how long do we store them?

Only those of our employees, who on behalf of their work are entitled to process customer data, are entitled to use a system containing personal data. Each user has a personal username and password to the system. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons.

We store the personal data for as long as is necessary considering the purpose of the processing. For suppliers’ personal data, this retention period is until the claim and reclamation period related to the supplier’s products or services has elapsed.

We regularly assess the need for data retention in light of the applicable legislation. In addition, we take reasonable measures to ensure that the personal data in the register is not incompatible, obsolete or inaccurate considering the purpose of the processing. We rectify or delete such information without delay.

9 What are your rights as a data subject?

As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.

As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.

For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our customer relationship with you. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.

10 Who can you be in contact with?

All contacts and requests concerning this privacy notice must be submitted in writing or in person to the address mentioned in section two (2).

11 Changes in the Privacy Notice

Should we make amendments to this privacy notice we will place the amended statement on our website, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and notice possible amendments to this privacy notice. review these privacy protection principles from time to time to ensure you are aware of any amendments made.

Job applicant privacy policy

Last updated 24.5.2018

At Hanken & SSE Executive Education, we care about your safety and respect your privacy. We comply with all relevant regulations and we want to be open and transparent with what information we collect and how we use it. We recognise the need to protect the information we collect or that you provide to us.

1 Controller

Hanken & SSE Executive Education Ab
P. O. Box 479
00101 HELSINKI
FINLAND
(hereafter ”we” or ”Hanken & SSE”)

2 Contact point for register matters

team@hankensse.fi
+358 40 352 1515
P. O. Box 479
00101 HELSINKI
FINLAND

3 Name of register

JOB APPLICANT REGISTER

4 What is the legal basis for and purpose of the processing of personal data?

The basis for processing personal data is:

• Specific rights and obligations (legal requirements) of the controller or of the data subject in the field of employment law;
• preparation of an employment contract;
• the data subject has given explicit consent to the processing of his or her personal data.

The purpose of the processing of personal data is e.g. to support actions related to the recruitment process and management of the recruitment process and enable contacts regarding applications and selection processes from persons (data subjects) who have applied for the positions.

None of the personal data we process under this register is subject to automatic decision-making or profiling that would have legal effects or impacts for the job applicant.

5 What data do we process?

We process the following personal data of the job applicants in connection with the job applicant register:

• basic information of the data subject such as name*, date of birth, personal identity number and/or other identifier, gender, mother tongue;
• contact information of the data subject such as email address*, phone number*, home address;
• information regarding the position applied for such as information of the position in question including information of the nature and type of the employment relationship and information of the contact persons designated for the application process, salary proposal, information related to when the applicant could start working;
• other information that the data subject has provided of himself, his background etc. in connection with the application process, such as a photograph, study and other educational information, profession, work history (such as employers, start dates and durations of previous jobs, nature of the previous jobs), language skills, other special skills, description of personal features, different certificates and ratings, links to profiles and portfolios found on internet;
• information regarding references and suitability assessments such as referrers and their statements, employment suitability test scores and results;
• information regarding the recruitment process of the data subject such as information of upcoming further interviews or of the interruption of the recruitment process;
• other possible information that the data subject himself has provided voluntarily in connection with the recruitment process or otherwise explicitly published in for professional purposes (e.g. on LinkedIn).

Providing the information marked with an asterisk (*) is a requirement for us to be be able to move forward in the application process.

6 From where do we receive information?

We receive data primarily from the the data subject him-/herself. We use other sources of data within the limits of the applicable laws and regulations. We also receive information from recruiting consultants, referrers and suitability testers as necessary.

By submitting a job application, the job applicant consents to the collection of data from his/her professional profiles to the extent such collection is necessary taking into consideration the nature of the vacancy.

7 To whom do we disclose data and do we transfer data outside of EU or EEA?

We disclose personal data in accordance with the applicable laws to a party, who based on law, has a right to receive information from the register. We may also disclose information for other purposes in accordance with the Finnish legislation.

We engage subcontractors processing data on behalf of and for us. We use subcontractors in the processing of job applicants’ personal data for the following services: HR and Recruitment Services, Legal Services, and IT Systems.

We have ensured your privacy with our subcontractors by entering into the necessary data processing agreements. We cannot name all of our subcontractors, and have thus listed the types of subcontractors.

We do not disclose the personal data in the register to third parties beside the ones specified above without the explicit separate consent of the data subject.

We may transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.

8 How do we protect the data and how long do we store it?

Only those of our employees, who due to their working duties are entitled to process job applicant data, have the right to use systems containing personal data. Each user has a personal username and password to the systems. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and backup copies of them are stored in locked premises and can be accessed only by certain pre-designated persons. We also store paper copies of personal data in locked premises and the data may only be accessed by persons who are entitled to them due to their working duties.

We store the personal data for as long as is necessary for the purpose of the processing. By default the data can be used for filling vacancies during the six (6) months following their collection. The data is destroyed in three (3) years from its collection. In case the job applicant becomes an employee of the company, his/her personal data given for the application are stored as part of the employee register according to its privacy notice.

We assess the necessity of storing the data on a regular basis taking into account the applicable laws and regulations. In addition, we take all reasonable actions to ensure that no incompatible, outdated or inaccurate personal data are stored in the register taking into account the purpose of the processing. We correct or erase such data without delay.

9 What are your rights as a data subject?

As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.

As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.

For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our legitimate interest. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.

10 Who can you be in contact with?

All contacts and requests concerning this privacy notice must be submitted in writing or in person to the email address mentioned in section two (2).

11 Changes in the Privacy Notice

Should we make amendments to this privacy notice we will place the amended statement on our website or in another appropriate channel, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and review this privacy notice to ensure you are aware of any amendments made.